Steps to Migrate Email from Gmail to M365 using MS Outlook

Legend:

Gmail account = Current @connect.hku.hk account on Google

M365 account = New @connect.hku.hk account on Microsoft

Step 1: Connect Gmail accounts to Outlook Client

Step 2: Export All Email from Gmail to Local .pst file

Step 3: Connect M365 account to Outlook client

Step 4: Import .pst file to M365 account

Connect Gmail accounts to Outlook Client

1-1. Configure Gmail Account to Use IMAP

  1. Check that IMAP is turned on
    1. On your computer, open Gmail.
    2. In the top right, click Settings settings >  See all settings.
    3. Click the Forwarding and POP/IMAP tab.
    4. In the “IMAP access” section, select Enable IMAP.
    5. Click Save Changes.
    6. Visit https://myaccount.google.com/security-> Less secure app access Set “Allow less secure apps:” to ON6. Visit https://myaccount.google.com/security-> Less secure app access Set “Allow less secure apps:” to ON
  2. Change SMTP & other settings in your email client (Reference Information Only)

    Use the table below to update your client with the correct information. For help updating your settings, search your email client’s Help Center for instructions on setting up IMAP.

    configurations

1-2. Add Gmail Account to Outlook Client (IMAP)

  1. Enter your email address and click Let me set up my account manually

    click advanced options

  2. Enter your email address and click Let me set up my account manually

  3. Select Google
  4. Select Google

    imap information

    Important: Once you connect your Gmail account to Outlook, you may receive a warning message in your Gmail inbox telling you that a new logon from web browser was detected. This is expected behavior.

    login connect account

  5. The Google account permissions window appears. Click Allow.
  6. b. The Google account permissions window appears. Click Allow

  7. Once Outlook finishes adding your Gmail account, you can add another email account or select Done.
  8. Once Outlook finishes adding your Gmail account, you can add another email account or select Done

  9. Outlook will take hours to synchronize all mails to local computer. Please keep it online and wait until the Send/Receive status complete, before proceed the next step.
  10. Outlook will take hours to synchronize all mails to local computer. Please keep it online and wait until the Send/Receive status complete, before proceed the next step

Export emails from Gmail account to local .pst file

  1. Select File > Open & Export > Import/Export.

    Select File > Open & Export > Import/Export

  2. Select Export to a file > Next.

    Select Export to a file > Next

  3. Select Outlook Data File (.pst) > Next.

    Select Outlook Data File (.pst) > Next

  4. Select the email account (@connect.hku.hk using Gmail) > Next.

    Select the email account (@connect.hku.hk using Gmail) > Next

  5. Choose the preferred file destination > Finish.

    Choose the preferred file destination > Finish

Connect M365 account to Outlook client

Add M365 Account to Outlook

Email address    : UID@connect.hku.hk
Password           : PIN

  1. Open “Control Panel” -> “User Accounts and Family Safety” -> “Mail (Microsoft Outlook)

    Open “Control Panel” -> “User Accounts and Family Safety” -> “Mail (Microsoft Outlook)

  2. Click E-mail Accounts

    Click E-mail Accounts

  3. Click New

    Click New

  4. Type Your Name, Email address and Password and then click Next.

    Type Your Name, Email address and Password and then click Next

  5. Click Finish.

    Click Finish

  6. Open the MS outlook Client. The outlook show the google account and Microsoft 365 account.

    Open the MS outlook Client. The outlook show the google account and Microsoft 365 account

Import .pst file to M365 account

  1. Create a new Folder to import the emails from Gmail account.
    1. Right click the M365 account > New Folder.
    2. Right click the M365 account > New Folder
    3. Add a name for the folder.
    4. Add a name for the folder
  2. Import the .pst file to the destined folder
    1. Select the newly created folder.
    2. Select the newly created folder
    3. Select File > Open & Export > Import/Export.
    4. Select File > Open & Export > Import/Export
    5. Select Import from another program of file > Next.
    6. Select Import from another program of file > Next
    7. Select Outlook Data File (.pst) > Next.
    8. Select Outlook Data File (.pst) > Next
    9. Choose the location of the imported .pst file (Step 2-5 above refers) and click Finish.
    10. Choose the location of the imported .pst file (Step 2-5 above refers) and click Finish
    11. Select Import items into the current folder > Finish.
    12. Select Import items into the current folder > Finish
    13. All emails from your Gmail account will be imported under the destined folder of your M365 account.
    14. All emails from your Gmail account will be imported under the destined folder of your M365 account
    15. After importing the mails to M365, if you find the imported folders are empty. Please change the follow setting to show all the mail.


      View -> Change View -> IMAP Messages

      After importing the mails to M365, if you find the imported folders are empty. Please change the follow setting to show all the mail.

    16. Login webmail.hku.hk -> CONNECT.HKU.HK (Microsoft 365). Crosscheck the migrated old mails can also be read on webmail.
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